Responding to Messages


You can respond to e-mail messages in different ways. You can reply only to the person who sent the message, or you can reply to the person who sent the message and all the people to whom the original message was addressed. Whether you reply to only the sender or to everyone, your reply does not include any files that were attached to the original message.

You can forward a message you have received to anyone , not just the person who originally sent the message or any of the other recipients. A forwarded message includes any files that were attached to the original message.

In this exercise, you will reply to and forward messages.

USE the SBSWorking data file in the practice file folder for this topic. This practice file is located in the  My Documents\Microsoft Press\Office 2003 SBS\Working folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .

BE SURE TO start Outlook and open the SBSWorking data file before beginning this exercise.

OPEN the Upcoming Tradeshow message in the SBS Working Inbox.

  1. Look at the header information at the top of the Message window.

    Note that this message was sent to Ben Smith, and a copy was sent to Kim Akers, the head buyer for The Garden Company. The message also includes an attachment.

  2. On the Message window Standard toolbar, click the Reply button.

    The Reply Message form is displayed on your screen.

    click to expand

    Note that the reply will be sent only to Karen Berg and that the attachment is not included. Note also that a prefix, RE: , has been added to the subject line. This prefix indicates that this is a response to an earlier message.

    Tip  

     New in Office 2003 ”Word as your e-mail editor simplifications    If Microsoft Word is your default e-mail editor, the Reply form displays Word s new E-mail toolbar in addition to Outlook s Standard toolbar. The E-mail toolbar groups the e-mail- related buttons from the Standard and Formatting toolbars , so you have more room to work.

  3. With the insertion point in the body of the message, type What size booth would you like?

  4. Click the Send button.

    The reply is sent to Karen Berg.

    Important  

    Because the e-mail addresses in these exercises are fictitious, any messages you send to these addresses will be returned to you as undeliverable. Simply delete any returned message by clicking it and then clicking the Delete button.

  5. If the original message closes , reopen it from the practice file Inbox.

    Tip  

    You can instruct Outlook to close an open message when you respond to it. On the Tools menu, click Options. On the Preferences tab, click the E-mail Options button. In the E-mail Options dialog box, select the Close original message on reply or forward check box, and then click OK in each dialog box to close it.

  6. On the toolbar, click the Reply to All button.

    The Reply Message form appears. You can see from the message header that this reply will be sent to both Karen Berg and Kim Akers. Again, the attachment is not included.

  7. Type I faxed the form to the show organizers.

  8. Click the Send button.

    The reply is sent to Karen Berg and Kim Akers.

  9. Reopen the original e-mail if necessary.

  10. On the toolbar, click the Forward button.

    The Forward Message form appears.

    click to expand
  11. Note that the address lines are blank and that the attachment is included. Note also that a prefix, FW: , has been added to the subject line. This prefix indicates that this is a forwarded message.

  12. In the To box, type your own e-mail address.

  13. Press the [TAB] key until you get to the message body, type You might be interested in this! , and then click the Send button.

  14.  New in Offfice 2003 ”Desktop Alerts   The message is forwarded to you. When you receive the message, a small transparent notification called a desktop alert pops up in the lower-right corner of your screen. You can hold the mouse over the desktop alert to solidify the box and read the first few lines of the message, click the alert to open the message, or click one of the buttons in the box to flag the message for follow-up, delete it, or mark it as read.

  15. When the message arrives in your Inbox, open it and examine the message header.

    Note how the subject line and attachment appear.

  16. If necessary, close the open Message window by clicking its Close button.

    See Also  

    You can send instant replies to meeting requests and messages with voting buttons. For more information see Changing Message Settings and Delivery Options in Chapter 18, Managing E-Mail Messages and Responding to Meeting Requests in Chapter 21, Scheduling and Managing Meetings.




Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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